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Maintain chain of custody by creating a chronological record of every evidence item’s identity, handlers, locations, and collection, storage, analysis, transfer, and disposition events. Pair that record with controlled access and evidence-appropriate packaging; neither a sealed package nor a log alone is enough to document the full history.
What chain of custody records
NIST defines chain of custody as tracking evidence as it moves through collection, safeguarding, and analysis by documenting each handler, when the item was collected or transferred, and why it was transferred. In practice, the record should preserve a chronological account of the item’s location, handling, control, transfers, and final disposition—including evidence derived from a primary sample. See the NIST glossary definition and the NIST Biological Evidence Preservation Handbook.
A custody record may be paper, electronic, or a combination. The format matters less than whether it reliably records the item’s history and makes each transfer traceable. The exact form and retention period depend on the case and applicable agency procedures and law.
What to include in a chain-of-custody record
Use a unique identifier that stays associated with the item throughout its handling. Capture enough detail for another authorized person to identify the evidence, understand where it has been, and see what happened to it.
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- Item identity: unique case or evidence identifier and a clear description.
- Collection: collector, date and time, recovery location, observed condition, and any unusual marks.
- Packaging and preservation: packaging method, seal details, and any preservation method relevant to the item.
- Custody events: each handler’s name or identifier, date and time, location, and purpose for receiving or transferring the item.
- Storage: where the item was kept and any movement between storage locations.
- Processing: examinations, sampling, repackaging, or other actions, including changes in condition or packaging.
- Disposition: the final transfer, return, retention, or other authorized outcome.
These details reflect NIST’s evidence-handling guidance and the National Institute of Justice (NIJ) recommendations for documenting recovery location, date and time, description, condition, and custodians. See NIJ’s chain-of-custody guidance.
How to document collection and transfers
At collection
Record the item’s identifier, who collected it, when and where it was found, its condition, and how it was packaged and preserved. Mark and seal the package according to the applicable procedure, then complete the custody record. NIJ’s typical chain-of-custody checklist also emphasizes recording the field location, preservation method, and each custodian.
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At every handoff
Use this operational checklist for each transfer. It synthesizes NIJ and NIST guidance; it is not a mandatory form for every jurisdiction.
- Verify the item identifier and inspect the package and seal condition.
- Record the outgoing and incoming custodian, the date and time, the location, and the transfer purpose.
- Note any seal condition, packaging change, or discrepancy in the record.
- Obtain a signed acknowledgment or secure electronic confirmation.
- Update the storage or case-management record so the item’s location remains traceable.
Confirm names, identification numbers, and dates, and obtain a receipt when submitting evidence to an evidence-storage section or laboratory. Keep the number of handlers limited where practicable, and keep evidence in a controlled, secure location when it is not being transferred.
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Choose packaging for the evidence
Packaging helps preserve physical condition and evidentiary value, but there is no single package that suits every item. Choose materials and methods based on the evidence type, preservation needs, transport and storage conditions, and planned analysis. Follow the receiving laboratory’s and agency’s submission instructions.
- Use suitable containers and separate known and questioned items to reduce cross-contamination risk.
- Change gloves between items when handling trace evidence.
- Mark and seal packages as required by the applicable procedure, and record the package or seal details in the custody record.
- Do not treat packaging as a substitute for custody documentation or access controls.
NIST’s trace-evidence collection guide provides evidence-specific materials and emphasizes appropriate containers and avoiding cross-contamination. Requirements for biological, trace, fragile, wet, hazardous, or unusually sized items can differ, so use current agency and laboratory procedures.
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Tamper-evident bags and seals
A tamper-indicating seal can help show whether a package may have been opened, but the seal must be used and documented correctly. The UK Home Office’s version 9.0 procedure, published September 18, 2025, describes bags that combine a bag, seal, and label, use barcodes, and carry unique reference numbers that should be recorded. Its rules apply to specified UK investigators; they are not universal requirements. See the UK Home Office procedure.
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Additional integrity steps for digital evidence
For digital files, document the original source and how each image or file was created or transferred to law enforcement. NIST recommends hashing digital images and other objects with a NIST-approved hashing algorithm, then storing the resulting hashes separately from the files in a secure location. A hash is one integrity control within the custody process; it does not, by itself, document every handler, transfer, or aspect of authenticity. See NISTIR 8387, Digital Evidence Preservation: Considerations for Evidence Handlers.
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Choose a paper, electronic, or combined system
Any format should preserve a complete event history, identify custodians and transfer purposes, capture item condition and location, control access, and support audit and retrieval. It should also be usable by staff and aligned with current agency and laboratory requirements.
NIST’s December 16, 2025 report announcement describes variation among law-enforcement evidence rooms and recommends standardized classification for packaging, storage, and management, a quality management system with routine audits, and technological tools to track key performance indicators and improve procedures. It does not establish a single universally best system. See NIST’s report announcement.
Apply the procedure that governs your case
These practices describe general principles, not a jurisdiction-specific legal checklist or a guarantee of admissibility. Packaging, access, retention, and transfer requirements can depend on the evidence type, case, receiving laboratory, agency procedure, and applicable local, state, or federal law. Practitioners should follow their current agency and laboratory instructions.
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